Ambulatory Department Coordinator

Job Summary

Responsible for the coordination and management of practice staff, office procedures, including registration and screening of patients, maintenance of patient and computer files, etc.

Responsibilities

• Effectively manage patient flow.
• Knowledge of all subordinate's processes in order to provide assistance or maintain efficiency of office as needed. Processes to include registration of patients, proper procedures for telephone calls/messages, insurance verifications, schedule appointments and other duties
• Coordinate daily operation of office to include ordering supplies, forms, etc.
• Prepare, review and process various charts requiring extensive procedural knowledge to insure completeness, accuracy and compliance.
• Schedule referral appointments and required pre-certifications as needed.
• Provide payment arrangements when applicable for all accounts.
• Responsible for first line of communications between management and physicians. Also acts as a liaison between Practice Manager and physicians.
• Act as working supervisor in appropriate size practices.
• Responsible for scheduling all staff, maintaining time cards for staff and physicians and maintaining administrative and personnel files.
• Responsible for daily and monthly computer processing.
• Coordinate the performance management process with the Practice Manager to include writing planners, assist in giving mid-year and annual review, and provide feedback to employees between review periods.
• Act as a mentor to the Office Coordinator(s) to provide assistance in training, communications, procedures, etc.
• Assist the Practice Manager at other practice sites as needed.

Knowledge, Skills & Abilities

Patient Group Knowledge (Only applies to positions with direct patient contact)

The employee must possess/obtain (by the end of the orientation period) and demonstrate the knowledge and skills necessary to provide developmentally appropriate assessment, treatment or care as defined by the department's identified patient ages. Specifically the employee must be able to demonstrate competency in: 1) ability to obtain and interpret information in terms of patient needs; 2) knowledge of growth and development; and 3) understanding of the range of treatment needed by the patients.

Competency Statement

Must demonstrate competency through an initial orientation and ongoing competency validation to independently perform tasks and additional duties as specified in the job description and the unit/department specific competency checklist.

Common Duties and Responsibilities

(Essential duties common to all positions)

1. Maintain and document all applicable required education.

2. Demonstrate positive customer service and co-worker relations.

3. Comply with the company's attendance policy.

4. Participate in the continuous, quality improvement activities of the department and institution.

5. Perform work in a cost effective manner.

6. Perform work in accordance with all departmental pay practices and scheduling policies, including but not limited to, overtime, various shift work, and on-call situations.

7. Perform work in alignment with the overall mission and strategic plan of the organization.

8. Follow organizational and departmental policies and procedures, as applicable.

9. Perform related duties as assigned.

Education

• Associate's Degree (Required)

Experience: 5 years office management

Substitution: 8 years of physician or office management may substitute for the Associates Degree.

Direct experience and office management skills demonstrated in the department the position is vacant can also be substituted for the Associates degree and experience.

Work Schedule: Days

Status: Full Time Regular 1.0

Location: Primary Care Bldg-3411 Noyes Ave.

Location of Job: US:WV:Charleston

Talent Acquisition Specialist: Tamara B. Young tammy.young@vandaliahealth.org